Ontario
POSITION: Contract Coordinator
LOCATION: 737 Arlington Place Park, Kingston Ontario
HOURS OF WORK:
• Full-Time
• Monday to Friday 0800 to 1600, with a 1 hour unpaid lunch
WORKING CONDITIONS:
• Indoor & limited Outdoor (travelling to sites as needed)
• Health and Safety equipment as needed
• Driving company vehicles
TRAVEL: May be required to travel to various locations in the Kingston Region area
RATE OF PAY: $45 000 – $55 000 – salary based on experience and qualifications of hired individual in a not-for-profit environment.
BENEFITS:
• Dental Care
• Employee assistance program
• Extended health care
• Flexible schedule
• Life Insurance
• Group RRSP
• Vision care
EFFECTIVE: 5 January 2026, dependent on candidate’s availability
JOB SUMMARY The Contract Coordinator provides administrative and operational support to the Contract Management and Business Development teams. This role is responsible for organizing, tracking, and maintaining contract documentation, as well as ensuring compliance with internal policies and client requirements. The Contract Coordinator frequently interacts with clients, as well as internal staff at Regional and District levels, to ensure accurate and timely communication related to contract obligations.
On-Site Requirement
This position requires regular on-site presence and is not compatible with remote work or prolonged absences from the office due to the nature of document handling, in-person coordination, and business support needs.
EXPERIENCE:
• Customer service experience would be considered an asset
QUALIFICATIONS:
• Able to obtain and maintain a reliability clearance
• Driver’s License – Level G preferred
• Would be considered an asset: post-secondary diploma/degree in business administration or equivalent experiences
REQUIRED SKILLS:
• Ability to multi-task.
• Good research, analysis and problem-solving skills.
• Advanced computer skills- Microsoft 365, Sharepoint
• Skilled with social media applications
• Strong interpersonal skills.
• Excellent written and oral communication skills.
• Strong organizational skills.
• A keen sense of observation and attention to detail.
REQUIRED SECURITY CLEARANCE:
Level I – Reliability (requires 5 years minimum Canadian residency)
RESPONSIBILITIES:
- Monitors Biddingo, Buy & Sell, and other applicable media on a daily basis and informs the Director of Business Development regarding upcoming Requests for Proposals.
- Working with the Director of Business Development, and including input from other appropriate staff members, prepares submissions to RFPs for security or prepares proposals for new or existing clients.
- Receiving, reviewing and appropriately directing all incoming short and long-term contracts for security. Ensure documents are signed by Chief Executive Officer/Director of Business Development in a timely manner. Ensure client receives copies of all documentation.
- Continually update and revise contract documentation to ensure security contracts are current, relevant, effective and reflective of all legal requirements.
- Interacting with clients on security contract-related issues.
- Answer to Online Security Request Forms.
- Audit and review timesheets and schedules to ensure compliance with contract requirements.
- Prepare and submit Federal & Provincial reports as required (monthly & quarterly)
- Coordinate annual contract renewals and rate reviews
- Prepare NMSO/RMSO Estimates and annual Call Ups for client review
- Maintain a consistent Social Media presence for Commissionaires Kingston
- Participating in CommsNet meetings
- Assist Finance Department with billing issues
- Provide audit information to Director of Finance for annual budget
- Assist Director of Business Development in establishing contract conditions based on current legislative requirements, and company policies
- Interacting with Director of Operations and District Managers/Supervisors on contract-related issues.
- Review and analysis of client-supplied contracts and advising the Director of Business Development with respect to concerns or issues.
- Establish and maintain database (Sharepoint & CHRIS) of all contracts.
- Assist Director of Finance to coordinate liability insurance renewals
- Provide current WSIB and Insurance certificates to Payroll and contracted clients, as required.
- Coordinate with Health & Safety to collect and upload information with respect to Compliance websites as required by our contracts.
- Other related duties as may be determined by the Director of Business Development and Chief Executive Officer
APPLICATION PROCESS:
Applicants are requested to submit .pdf copies of the listed documents completing ONE submission only as follows:
Applications via Website Applicants must submit:
A cover letter specific to the position
A current Résumé,
No website access is available/possible
Submit appropriate documents, as per your circumstances above, directly to:
Human Resources Coordinator at [email protected]
APPLICATION DEADLINE:
Applications for this position will be accepted until 4:00 p.m. on 5 Dec 2025.
NOTES:
All security work is 24/7 up to 40 hours per week and overtime is possible.
Submissions from currently serving Commissionaires for all Union locations and supervisory positions will be prioritized over external applicants.
Incomplete, multiple submissions or unsolicited submissions may not be processed in a timely fashion or may be removed from the applicant pool entirely.
Although the Commissionaires prefers to hire military, RCMP and police service veterans we remain an equal opportunity employer that strives to ensure an inclusive and diverse workplace. Our vetting, interviewing, and hiring practices employ the same focus towards inclusivity and diversity to provide as barrier free an environment as is possible.
Only candidates considered for an interview will be contacted.